Table of Contents

Overview

This enables the bulk payment of creditors invoices rather than having to make payments one by one.

The allows pay by Direct Debit (DD) using Account Details on the Supplier

Multiple batches can be built up and then Approved for action for each bank account.

A batch can be built up gradually by

selecting creditors
selecting the invoices you plan to pay
adding your selections to the batch
Clear selection of creditors
Repeat

At any time you can view all invoices selected in the batch to be paid

Any invoice that has been selected to be paid in a batch will not be listed in other batches regardless of the batch status

Selected column only shows a total of those invoices that have been added to the current batch

Any invoice that is part of a batch that has a payment allocated to it before the batch is completed will be removed from the batch

Select the bank account the money will be paid from

Select the companies to pay on the Summary Tab

Where a Creditor is also a Debtor - Allocate Debtor Debt to Creditor Debt

Where a company is both a creditor and a debtor to your business - you can allocate their Debtor Debt to reduce their Creditor Debt.

allocate the debt on the debtor to clear the debt on the Creditor

If a Creditor is also a Debtor and they have Debtor invoices they owe you - these will also be included in the detail list and can be cross allocated as part of the process

Select the Creditor invoices to pay (Detail)

Use the action menu to:

Select only those due prior to a chosen date
Clear all
Select all

Note that you can put a payment date in the future if you want to create the payment journals now to manage cash at bank.

Create Payments

Summary Screen - Action Button - Authorise Batch. This is useful if a different person is required to Authorise the batch to the person who has been building it up
Detail Screen - Action Button - create payments dated using the Action date

The Action "Create Payments" will:

Create a creditor payment for each selected creditor
Creditor payment is applied to Payment Clearing account (if using) - otherwise will be to the chosen bank account
1. If using a clearing account then a single journal from the clearing account to the bank account will be created for the batch
Creditor payments are added to a batch
Creditor payment has a status of Undeposited/Pending
Allocate the payment to the chosen invoices
1. Note - if Credit notes are also selected then they will be allocated directly to Debtor invoices until consumed
Email remittance advice (if the customer has an email address
Attach remittance advice reports to the batch as attachments (even if not emailed). So you can print or download from the batch

The payment will have the action date chosen. Normally to make it easier to reconcile the bank statement - create payments in the system on the same day you create the payments in the bank

Remittance Advice

Remittance Advice is sent automatically to any contact with an email that has a Role type of "Remittance Advice" for a Creditor being paid.

The Email Templates that will be sent has Usage Context of "Creditor" and a System Usage of "Pay Advice"

The Batch created has all the remittance advices linked as attachments.

Because the email is auto generated by the system you will need to select Auto Gen: Yes or Yes+No on the Correspondence tab to see it listed. You can resend remittance advice by locating the email and using Resend.

Payment Clearing Account

If your bank has a single line for multiple payments - then you will need to use the Payment Clearing Account

Each Creditor Journal will be journaled to the Clearing account nominated in the Maintain GL Control Screen and they will grouped together in a Journal Batch
After creditor payments are created for all selected creditors a general journal is written to transfer the funds for all of the payments, from the Payment Clearing account to the selected bank account

Journal Batches Screen

Review the Batch created

You can easily find the batch from Journal Batches screen

View the individual payment journals (if using Clearing Account the Clearing Account Journal will be included

Detailed view of a Debtor Payment Journal created and the allocations created

The batch has a link to the Summary Journal created if using a Clearing Account

Where you can view the details - use the link on the line to open the batch

Create an ABA file

You can create the ABA file from the Batch screen to upload to your internet banking to make the payments.

From the Bank Reconciliation Screen

If you have made the payment in advance of entering it into the system - your bank statement will have transactions that the system does not have.

Upload the bank statement
Find the ones that are not in the system
Create transactions for these from the bank reconciliation upload

See Creating and Managing Bank Accounts for details

Deleting a Bulk Pay Suppliers Batch

For an employee with Secure Features, on the Pay Suppliers form, Finder tab, there is a right click option to 'Rollback payment batch'. This action will unallocate and delete all journals in the batch, set the batch to Cancelled status, write an entry in the system event log showing the suppliers and payment amounts in the batch and set the Pay Suppliers batch back to Plan status.

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